Why effective meeting management increases event revenue and enhances attendees’ satisfaction and exhibitors’ ROI
For both attendees and exhibitors, preparing for an event by scheduling meetings in advance is a strategic move that maximizes efficiency and enhances the overall event experience. Proper preparation ensures that participants meet the right people, align meetings with the appropriate sales representatives, and utilize their time at the event effectively. Scheduling meetings reduces Exhibitors’ sales stress and increases the likelihood of meaningful connections and event ROI.
Organizers can create multiple meeting rules that align with their monetization strategies and tailor each participant's business goals and groups. This proactive approach allows organizers to facilitate targeted networking and boost event ROI.
Moreover, tracking meeting participation and managing the logistics of meetings through tools like meeting location and time slot selection are critical for maintaining a smooth event schedule and ensuring that all planned activities are executed as intended. The capability to monitor meetings, mark attendance, and track the status of each meeting (held, not held, confirmed, or canceled) provides valuable data that can be used to assess the effectiveness of the event strategy and make real-time adjustments.
This is why effective meeting management is not just a logistical necessity; it is a strategic asset that enhances the value and impact of the event for all stakeholders involved.
How to see your meetings
All meetings for your event are managed through the Meetings tab. Here, you can view and manage:
All meeting statuses: Confirmed, pending, declined, and more.
Meeting creator (source): Who initiated the meeting.
Date & time: When the meeting is scheduled to take place.
Creation date: The date when the meeting was created.
Hall and location: Where the meeting will take place, either physically or virtually.
Participants: All people involved in the meeting.
The Meetings tab gives you a comprehensive view of your schedule, ensuring you stay organized and ready for every interaction.
Finding a specific meeting space is simple with the location filter feature. Instead of scrolling through a long list of options, you can:
Select specific categories like conference rooms or networking lounges.
Use the filter functionality to choose the type of room or area within the venue.
With just a few clicks, you can narrow down the list to find the perfect meeting spot, saving you time and making navigation hassle-free.
How to accept or decline meetings
When you click on a meeting in the Meetings tab, you can decide how to proceed:
Accept or Decline requests that are pending.
Cancel a meeting if circumstances change.
Being able to manage your meetings directly through the platform allows you to adjust your schedule easily and stay on top of your commitments.
How to create meetings between participants
You can also create meetings between participants by filling all the information needed:
Go to the Studio in the Meetings tab
Click on Create a meeting
Select the participants (a meeting can take place between minimum 2 to maximum 25 people)
Select a meeting slot
Select a meeting location
A meeting not confirmed or declined before the meeting date is automatically expired.
It is possible to export the meeting list, no matter their status.
The organizer can't create mass meetings.
How to allow participants to create virtual meetings
To set up video meetings you first need to create the appropriate virtual Meeting Location, as explained here.
Once you've created the virtual meeting location, it will appear as one of the meeting locations.
How to edit meetings
As an Organizer, you can edit meetings to :
add or remove participants
mark participants as attended, declined or absent to keep a record of who attended meetings
change the time of the meeting
change the location of the meeting
To do so, go to the Studio, in the Meetings section.
Click on All meetings, select the meeting you want to edit to open it then click on Edit.
How to export meetings from the Studio
To export your meetings from the Studio :
Go to the Studio in the Meetings tab.
Click on More at the far right of the meetings table.
Click on Export all.
It will be downloaded as an excel file.
Effective meeting management is integral to the success of your event. It ensures seamless scheduling, maximizes networking opportunities, and enhances the overall experience for both attendees and exhibitors. By leveraging these tools and strategies, you can significantly improve your event’s ROI and attendee satisfaction.
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